EXERCISE: 8 Microsoft Word

What is a Word Processor?
A word processor is a computer or a computer program that is used to create, edit and print documents. A word processor allows you to create a document, store it electronically (such as on a disk), view it on a computer screen, modify it and print it. Word is what’s known as a WYSIWYG application (What you see is what you get – pronounced wizzy-wig). This means that what you see on the computer screen should be the same as what you will see when you print.
Starting the Program
There are several ways to start a program in Microsoft Windows and they may include the following:
Clicking an icon on the desktop.

Clicking an icon in the quickstart bar, next to the start button.

Clicking the Start button and then using the Start Menu to launch the program.

Starting Word with the Start Menu
Click the Start button in the bottom-left corner of your screen. The Start Menu will appear. (you
can also press the key on your keyboard to make the start menu appear)

When the Start Menu appears, move your mouse on to the All Programs option. This will display a list of programs. If Microsoft Word does not appear in that list you may need to move to a sub-
menu as shown in the example below.

When you have located Microsoft Word in the start menu, click on it to launch the program.
When the program starts, it will look similar to the example on the following page with a blank
document provided.

Title Bar – This is common to all programs in Windows. It shows the name of the program currently being used and in the case of some programs like Word, also shows the name of the document currently being edited.
Menu Bar – Most Windows programs have a row of menus along the top of the screen which can be used to access the program’s functions. There are several ways of using the menus as you will see later.
Windows Icons – These standard windows icons provide quick ways to close a window or change the position of a window. The first icon will minimise a window (Shrinking it to a button at the bottom of your screen). The second one switches between maximising the window (so it fills the screen) and restoring the window to its normal size. Programs like Word are usually best used in their maximised state. The third icon closes a window when clicked.
Tool Bar – The tool bar contains icons that give quick access to commonly used features.
Rulers – The two rules can be used not only for measurements but can also be used to assist in
adjusting tabs and margins.
Task Pane – This area has a number of functions. It will automatically appear when you are working on certain tasks and will display shortcuts to common functions.
Status Bar – Displays information about the current document and also provides quick access to some functions.
Saving a Document
When you are working in Microsoft Word, any text you type and any changes you make are stored in the computer’s RAM (Random Access Memory). RAM is a temporary form of storage and will only retain information as long as the computer is switched on. If you want to keep your work, you need to save it to a long term storage device such as a floppy disk, a location on a computer network or your computer’s internal hard drive. Also, it is a good idea to save regularly in case your computer loses the work from a power failure or computer problem.
Move your mouse to the menu bar at the top of your screen and click on File.

When the file menu appears, click on Save

Since this is the first time you are saving the document, you will be prompted for a file name and a file location.

Use the Save in: list at the top to choose where you want to save the file. You can click on the
New Folder icon to create a new folder if necessary. In the File name: box at the bottom, type Basic Editing Document as shown above. Word will add ‘.doc’ on the end of the filename. The .doc part is the file extension and is used to identify the file within Windows as a Word document.
When you have specified the file location and file name, click the Save button to save the file.


Text Editing
Opening a Word Document
Like saving a file, opening a file can be done using the menu, toolbar or a keyboard shortcut.
Use one of the following methods to display the Open File dialog box.
Select Open from the File menu
Click the Open icon on the toolbar.
Press [Ctrl] [O].


When the Open dialog appears, use the Look in: list at the top to select the folder where the files
for these exercises are saved.
Select the file called (Word 2003.doc) and click the Open button (or double-click on the name of
the file to open it).
Moving Around a Document
Scrolling Through a Document

Click and hold your mouse on the scroll box as shown above. With the mouse button still held down, drag the scroll box downward until it reaches the bottom of the scrollbar. You will now be at the end of the document.
Click on the blank space above the scroll box to move up one screen.

Using the Mouse Wheel to Move through a Document
Roll the wheel on the mouse downwards. The page will scroll downwards. (The mouse setting in Windows will determine how far it scrolls each time you roll the wheel). Roll the wheel on the mouse upward to scroll the page upward. Press and hold the wheel. While the wheel is pressed down, move the mouse down gradually to scroll down the page. The faster you move the mouse the faster you will scroll. It’s actually possible to use this method to keep the page slowly scrolling without needing to touch the mouse at all.
In Word and many other programs, holding down [Ctrl] while you roll the mouse wheel will zoom in and out on the document.
Moving Using the Keyboard
1) Press the [End] key to move to the end of the current line.
2) Press the [Home] key to move to the beginning of the current line.
3) Hold down the [Ctrl] key and press the [End] key. This will take you to the end of the document.
4) Press [Ctrl] [Home] to move to the beginning of the document.
5) Hold down [Ctrl] and press the down arrow key [↓]. This will move down one paragraph at a time.
6) Press [Ctrl] [↑] to move up one paragraph at a time.
7) Press [Ctrl] [→] to move right one word at a time.
8) Press [Ctrl] [←] to move left one word at a time.
9) Press [Page Down] to move down one screen at a time.
10) Press [Page Up] to move up one screen at a time.
11) Press [Ctrl] [Page Down] to move to the top of the next page.
12) Press [Ctrl] [Page Up] to move to the top of the previous page.

Inserting and Deleting Text
Usually when you type text in Word, any existing text will move over to make way for that you type.

1) Make sure your insertion point is at the beginning of the document (before Word 2003). Type the word Microsoft followed by a space. The rest of the text will move across so that the whole line reads Microsoft Word 2003.
Caution: Sometimes Word may be set to Overtype mode so that what you type replaces existing text instead of being inserted in front of existing text. When Overtype mode is turned on and indicator will be highlighted in the status bar at the bottom of the window. You can turn overtype off or on by either double-clicking the indicator or by pressing the [Ins] (Insert) key.

Removing text can be done by either the [Delete] key or the [Backspace] key. The difference is that pressing the [Delete] key will remove text to the right of the insertion point, while pressing the [Backspace] key will move text to the left of the insertion point. You can also delete entire words by holding down the [Ctrl] key while you press [Delete] or
[Backspace].
2) Move the insertion point to the second heading just before the word better.
3) Press [Ctrl] [Backspace] to delete the word more to the left of the insertion point. The heading should now read Communicate and Share Information Better.
4) Edit the text in the first paragraph so that it appears as follows.

Selecting Text Using the Keyboard
For selecting text using the keyboard, the important key to remember is the [Shift] key.
If you hold the [Shift] key while using any of the other keyboard shortcuts, Word will select all of the text you move over.
1) Move up to the beginning of the document.
2) Hold down the [Shift] key and press the right arrow key .If you keep pressing the key while holding [Shift] you will increase the amount of text selected.
3) Press any arrow key without holding down [Shift]. Moving without holding down the [Shift] key will deselect any text you have selected.
4) Hold down [Ctrl] and [Shift] at the same time while pressing the key. This will select one word at a time.
5) You can also use extend mode to select text with the keyboard.
6) Press [F8] to activate extend mode. An indicator in the status bar will show that extend mode is on. While extend mode is turned on. You can select text without having to hold the [Shift] key. Any text you move over will be selected.
7) Once extend mode is selected, press [F8] again to select a whole word. Pressing it again will select a sentence, again for a paragraph and a gain for the whole document.
8) Press [Esc] to turn off extend mode. Press an arrow key to deselect the text. You can also turn extend mode on and off by double-clicking the status bar indicator.
9) Hold down [Ctrl] and press [A] to select the entire document.
10) Deselect the text



Moving Text Using Cut & Paste

To use Cut & Paste you need to use the following steps.

a. Select the text you want to move.
b. Use the Cut command to place the selected text in the clipboard.
c. Move the insertion point to the position you want the cut text to go.
d. Use the Paste command to place the information from the clipboard in the destination.

1) Select the sentence at the end of that paragraph
2) Use one of the following methods to select the Cut command.
a. Select Cut from the Edit menu.
b. Click your right mouse button on the selected text and select Cut from the right-click list.
c. Click the Cut icon on the toolbar.
d. Use the [Ctrl] [X] shortcut.
When you cut the text, it will be removed from the document as it is placed in the clipboard.
3) Move to the beginning of the paragraph and use one of the following methods to select the pastecommand.
a. Select Paste from the Edit menu.
b. Click your right mouse button on the selected text and select Paste from the right-click list.
c. Click the Paste icon on the toolbar.
d. Use the [Ctrl] [V] shortcut.
The text will now be placed at the beginning of the paragraph.

Drag & Drop Editing

1) Locate the paragraph
2) Select the last sentence in the paragraph (remember you can hold down [Ctrl] while clicking to select the entire sentence).
3) Move your mouse over the selected text and your mouse pointer will be arrow shaped.
4) Hold your mouse down on the selected text and drag to the beginning of the paragraph.
5) Save changes to the document and close the file.

If you hold down [Ctrl] while you are dragging selected text, you will be copying instead of moving.

6) Open the file called Copying and Moving Practice and follow the instructions in that document to practice copying & moving.

Shortcuts Covered in This Section

Ctrl ↑or↓ Move up or down one paragraph at a time
Ctrl ← or → Move left or right one word at a time
Ctrl A Select all text in a document
Ctrl Backspace Delete a whole word to the left
Ctrl C Copy selected text
Ctrl Delete Delete a whole word to the right
Ctrl End Move to the end of a document
Ctrl Home Move to the beginning of a document
Ctrl O Open a file.
Ctrl PageDown Move to the next page
Ctrl PageUp Move to the previous page
Ctrl V Paste text from the clipboard
Ctrl X Cut selected text
End Move to the end of a line
F8 Activate Extend mode for text selection
Home Move to the beginning of a line
PageDown Move down one screen
PageUp Move up one screen

Paragraph Formatting

Adjusting Paragraph Spacing\
1) Click in the first paragraph of the document (not the heading).
2) From the Format menu select Paragraph. You can also right-click on the paragraph and choose Paragraph from the shortcut menu. The Paragraph formatting dialog will appear.



3) In the Spacing section you can adjust the paragraph spacing options. Click on the up arrow next
to the Before option until the box shows 6pt like the example above.
4) Do the same for the After option so that there will be 6 points of blank space before and after the paragraph.
5) Click OK to make the change. There will now be additional space before and after the paragraph.
6) Increase the spacing after the paragraph to 18 points.
7) Change all of the paragraphs with the dot points so that they each have 12 points of space after the paragraph and 6 points of space before.

Note: Instead of always typing blank lines in a document; it is often better to use paragraph spacing to create space instead. Blank lines that serve no purpose other than creating space can make it harder to work with text, especially when you begin working with styles.

Adjusting Line Spacing

1) Click in the first paragraph (Word 2003 is the latest version…).
2) Display the Paragraph formatting options.

3) Change the Line Spacing option to 1.5 Lines.
4) Click OK when done. The lines of test will have more space between them. This can also be done using keyboard and toolbar shortcuts.
5) Press [Ctrl] [2]. This will change the paragraph to double line spacing.
6) Press [Ctrl] [1]. This will change the paragraph to single line spacing.
7) Press [Ctrl] [5]. This will change the paragraph to 1.5 line spacing.
8) Click the arrow next to the Line Spacing icon on the toolbar. A list of line spacing options will appear.
9) Click on 1.0 to change the spacing to single line spacing.
10) Save changes to the document.







Changing Paragraph Alignment
1) Click in the first paragraph on the page under the main heading.
2) Display the Paragraph formatting dialog.
3) You will see a drop-down list next the Alignment. Select Centered from the list.
4) Click OK to make the change. The text in that paragraph will be lined up horizontally with the centre of the page. You can also change the alignment options using shortcuts.
5) Change the paragraph to Right alignment by clicking the icon or by pressing [Ctrl] [R]. The text in the paragraph will be arranged to the right of the page so that it lines up with the right page margin.
6) Change the paragraph to Centered alignment by clicking the icon or by pressing [Ctrl] [E] (The [Ctrl] [C] shortcut is already allocated to copying).
7) Change the paragraph to Justified by clicking the icon or by pressing [Ctrl] [J]. The text in the paragraph will be evenly spaced so that both sides of the paragraph will line up with the left and right page margins.
8) Change the paragraph back to Left alignment by clicking the icon or by pressing [Ctrl] [L]. The text in the paragraph will be arranged to the left of the page so that it lines up with the left page margin.

Note :The alignment icons will always show which alignment is being used for the currently selected paragraph. You can also tell which way your text is
aligned when you move your mouse pointer over the text; the following example shows
how the pointer looks when it’s over left aligned text.

Changing Indentation Options

1) Make sure the insertion point is still in the first paragraph of the document.
2) Click the Increase Indent icon on the toolbar (or press [Alt] [Shift] [→]). The paragraph will be indented by a small amount (a little over a cm).
3) Click the Decrease Indent icon (or press [Alt] [Shift] [←]) to return the paragraph to its normal position. These shortcuts can indent a paragraph from the left of the page but additional options are available elsewhere.
4) Display the Paragraph formatting options. Note the Indentation options in the middle section.

The Left and Right options allow you to change how much the paragraph is indented from the left page margin and right page margin. The remaining options affect only the first line of the paragraph. The Special option allows you to choose a First Line indent (so the first line is indented more than the rest of the paragraph) or a Hanging indent (so the first line is indented less than the rest of the paragraph). The By option specifies how far the first line will be indented by.
5) Change the Indentation options so that they appear the same as the example below.

The left and right sides of the paragraph will be indented 1cm from the page margins. The first line of the paragraph will be intended by a further 1cm.
6) Click the Undo icon or press [Ctrl] [Z] to return the margins to their previous state.
These margin changes can also be made more directly by using the markers on the ruler. If you look at the horizontal ruler at the top of the document, you will notice several markers on each end of the ruler. These can be used to adjust indents for the selected paragraph(s) by using your mouse.


Page Breaks and Other Breaks


1) Scroll down to the Access Additional Productivity Resources heading and place your insertion point at the beginning of the word Access.
2) From the Insert menu choose Break.



3) Make sure the Page Break option is selected and click OK (or press [Enter]). A page break will be inserted before the heading.
4) Click the Show/Hide icon on the toolbar to display hidden characters.
5) Scroll to the previous page to see the page break indicated.



6) Click the icon again to hide hidden characters.
7) Click the Undo icon or press [Ctrl] [Z] to remove the page break. We will try some other methods for adding a page break.
8) Make sure your insertion point is still in front of the heading and press [Ctrl] [Enter]. This is a shortcut for manually adding a page break.
9) Undo once again to remove the page break. Now we will try adding a page break using the paragraph formatting options.
10) Right-click on the heading or go to the Format menu and then choose Paragraph.
11) Make sure the Line and Page Breaks tab is selected at the top of the Paragraph options.


12) Click the Page break before option and click OK. Since this page break is part of the paragraph formatting, this paragraph will now always begin on a new page, even when text is re-arranged in the document. For headings, this is often better than putting in a manual page break as we did before.
13) Use the Paragraph formatting option to place a page break before each of the following headings in the document.
• Capture and Reuse Information
• Word 2003 System Requirements

Tip If you want to create a new line without starting a new paragraph, you can insert a line
break by pressing [Shift] [Enter]. The new line will retain all the paragraph formatting
because it will still be a part of the same paragraph.

Adding Headers & Footers

1) Make sure the Word 2003 document is still open.
2) From the View menu select Header and Footer. A blank header and footer will be added to the page and the Header and Footer toolbar will appear.



The toolbar contains the following icons

Choose from options such as inserting filename and author name.

Insert page number.

Insert total number of pages.

Format the page number.

Insert the current date. Updates every time the document opens.

Insert the current time. Updates every time the document opens.

Display the page setup options.

Hide/Display text on the page while you work on Headers and Footers.

If your document has section breaks, this icon links the header of the current section with the one from the previous section.

Switch between viewing the page header and page footer.

View the previous section’s header/footer.

View the next section’s header/footer.

Finish editing the header and footer.



Alt Shift → Increase paragraph indent (or increase level – covered later on).
Alt Shift ← Decrease paragraph indent (or decrease level – covered later on).
Ctrl 1 Single line spacing.
Ctrl 2 Double line spacing.
Ctrl 5 1.5 line spacing.
Ctrl E Centre align paragraphs.
Ctrl Enter Insert a page break.
Ctrl J Justify aligns paragraphs.
Ctrl L Left align paragraphs.
Ctrl R Right align paragraphs.
Shift Enter Insert a line break in a paragraph.

Spell Checking a Document

Open a word document and if there are some spelling errors in the text you will be able to spot some of the easily because Microsoft Word will place a wavy red line under any words that it can’t find a match for in the built-in dictionary. If any mistakes in grammar are detected, there will be a way green underline.
With a long document, it is sometimes quicker to use the spelling and grammar tool rather than
checking each mistake one by one.
1) From the Tools menu select Spelling and Grammar. You can also activate this tool by pressing the [F7] key or by clicking the icon on the toolbar.


The top of the Spelling and Grammar dialog box will show the dictionary currently being used for the check (in the example above, UK English is the dictionary being used). The first error after the insertion point will be shown in the top half of the dialog box, which should be a mistake in the word riding. Some suggested corrections for the word will be shown in the bottom half of the dialog box.
2) Since the first suggestion is the correct one, click the Change button to the right to make the
correction. The next mistake will now be located.
This time, the mistake is with the word horsemen (suppose). This same spelling mistake actually occurs several times in the document. Rather than correct each one, you can tell word to correct it here and everywhere else where the mistake occurs.
3) Click the Change All button to fix the error. Four mistakes changed in one go!
4) The next ‘mistake’ detected is a line ending with a comma. Normally this would be bad grammar but since this is a line in a text, it’s ok and doesn’t need correction. Click on Ignore Rule to ignore this type of error in the rest of the document.
5) Continue through the rest of the document, correcting or ignoring errors as appropriate. For
words like Stockwhip that are identified as errors, you may like to click the Add to Dictionary
button so that the word will be recognised in future.
6) When there are no more errors detected, the following message will appear.

7) Click OK to complete the check.

Microsoft Word includes an AutoCorrect feature which will automatically correct common mistakes as soon as you type them. In addition to common typing and spelling errors, it can also correct mistakes such as. Another similar feature called AutoFormat can change the appearance of certain text you type.
• Forgetting to write the first letter of a sentence or the name of a day as a capital.
• aCCIDENTALLY lEAVING tHE cAPS lOCK kEY tURNED oN
• Holding the shift key too long and ending up with TWo CApitals.

Using the AutoCorrect Feature
1) Close any documents that are currently open (shortcut – [Ctrl] [F4]).
2) Create a new blank document by clicking the icon on the toolbar of by using the [Ctrl] [N]
keyboard shortcut.
3) If the Getting Started task pane appears on the side of the screen you can either leave it there or close it if you think it’s taking up too much room. To close it, click the cross in the top-right
corner of the task pane (circled to the right) or press [Ctrl] [F1].


4) Enter the following line of text exactly as it appears below
autocorrect is a feature of MIcrosoft WOrd.
As you type the text, Word will automatically change the first letter of the sentence to a capital and fix up the incorrect capitalisation of the last two words. Note that the changes won’t be made until you type a space or full stop, since that indicates that the word you’ve typed is complete.
5) Move your mouse over the first word in the sentence. You will see a thin blue line appear under the first letter where the correction was made.
6) Move your mouse pointer over that small marker and it will turn in to an icon with an arrow. This is an example of a Smart Tag. Smart tags are a common feature in recent versions of Word and give you quick access to certain features.
7) Click on the arrow to view the options. These options allow you to undo the correction in case you didn’t want it, or stop Word from making that particular correction in future. The options may be different for other types of smart tags.

8) You can change the AutoCorrect options to modify how it works or even add new words to the list that can be automatically corrected. To view these options, go to the Tools menu and select AutoCorrect Options.


Using AutoFormat to Create Lists
1) Create a new blank document.
2) Enter the heading Colours, formatted as bold size 18 text.
3) Type an asterisk * symbol ([Shift] [8]) and press [Tab]. When you type an asterisk and then insert a tab before typing, Word will convert the completed paragraph in to a bulleted paragraph.
4) After the tab type red and press [Enter]. As soon as you press [Enter] Word will know the paragraph is ended and the paragraph will be automatically converted to a bullet point. A new bullet point on the following line will also be created.
Note If this happens when you don’t want a bulleted list to be created, you can undo straight away to undo the automatic change.
5) Continue to type the list so that it looks like the following example.

6) After you have typed the last item in the list, press [Enter] twice. Pressing it a second time
indicates that you are ending the list and the next paragraph will be normal.
7) On the new line type Days of the Week. Format the text as bold and 18 point size.
8) Type a number 1, press [Tab] and then type Monday.
9) Press [Enter] to complete the paragraph and it will be automatically formatted as a numbered list.
10) Complete the list so that it appears like the example below.

11) Press [Enter] twice to complete the list.
12) Save the document as Lists Practice.

Converting Existing Paragraphs to Lists

1) Open the file called Australian States and Territories.
2) Select the list of states & territories in the document.
Click the Bullets icon on the formatting toolbar. The
selected paragraphs will be converted to bullet points.
3) Click the Bullets icon again. The paragraphs will return to
normal. The icon can be used to turn bullet points on and
off for selected paragraphs.
4) Click the Numbering icon on the toolbar. The paragraphs will change to a numbered list.
5) Click the Numbering icon again. The paragraphs will return to normal.

Nested Lists
In some situations it is necessary to create ‘lists within lists’ as in the following example.
1) Make sure the Australian States and Territories document is still open.
2) Scroll to the second page of the document until you see the Major Australia Cities heading.
3) Select all of the paragraphs from Australian Capital Territory down to Perth.
4) Click the Bullets icon on the toolbar to convert the paragraphs to bullet points (the bullet formatting will probably be the same format used for the last list you created).
5) Click on the second paragraph (Canberra).
6) Click the Increase Indent icon on the toolbar. The paragraph will now become indented and will be formatted with a different type of bullet (or possibly number). Remember that if you don’t like the way the indented paragraph has been formatted, you can change the bullet formatting using the methods shown previously.
7) Select the NSW cities (from Newcastle to Woolongong).
8) Hold down [Alt] [Shift] and press the right arrow key . This is the same as clicking the Increase Indent icon. The NSW cities will now be indented with the same bullet formatting that was used for Canberra.
9) Indent the rest of the cities so that the rest of the list looks similar to the one below.
Note If you accidently indent a paragraph that you didn’t mean to, you can decrease indent
using the Decrease indent icon or by pressing [Alt] [Shift] .





Tables

Tables are a useful way of arranging information on a page. In their simplest form, tables can be used to place information in lists. More complex tables can be used to arrange graphics on a page and can also include calculations. There are a few ways to create a table
→ You can use the Insert Table icon on the toolbar.



→ You can use the Insert Table dialog box.

→ You can use the table drawing tools.



Creating Three Tables
1) Create a new blank document.
2) Locate the Insert Table icon on the toolbar and click on it. A 5x4 grid of squares appears. This allows you to choose how many rows and columns your table will have.
3) Drag through the grid until it shows 5 x 5 table like the example below.

4) Release your mouse and a table 5 columns wide and 4 rows high will be created like the one below.

5) Click below the table so we can create a second table (if Word won’t let you click below the
table because there are no more paragraphs under it, try double-clicking. You can double click on any place in a document to place the insertion point there).
6) Press [Enter] to make sure there is at least one blank paragraph before you create the second table. Otherwise Word may join the two tables together – not a huge problem normally but for now we want separate tables.

7) From the Table menu select Insert and then select Table.

8) Enter 3 for the number of columns and 2 for the number of rows.
9) Click OK to create the table. It should look like the one below.

10) Make sure there is a blank paragraph below the second table before continuing.
11) Click the Tables & Borders icon on the toolbar to display the Tables & Borders toolbar.


12) The first icon on the toolbar (Draw Table icon) should be selected as in the example above. Click on it if it is not already selected. When it is selected, your mouse pointer will turn in to a pencil shape.
13) With the Draw Table icon selected, draw a rectangle shape under the second table as shown.


14) When you have created the rectangle outline for the table, drag a line down the middle of the
table to divide it in to two columns.

15) Now drag a horizontal line across the table to split it in to two rows.
16) Now continue to add lines until the table looks similar to the one below. You can use undo if you make any mistakes.

17) Save the document as Creating Tables and continue on to the next exercise.



Merging and Splitting Cells

Sometimes you may want a table that doesn’t have the same number of spaces (cells) in each row or column. Word makes it easy to merge cells in a table and to split cells in a table. We will use the first table you created to practice merging and splitting cells.
1) Make sure the first table you created is visible.
2) Drag to select the first three cells in the table as shown below.


3) From the Table menu, select Merge Cells. If you have the Tables and Borders toolbar showing you can also click the icon. The cells will now become a single cell spanning three columns (You may need to de-select the cells to see this).
4) Click in the last cell on the second row.

5) From the Tables menu select Split Cells.

6) When the Split Cells dialog appears enter 2 for the number of rows and columns as shown above. Click OK when done. The cell will be split in to 4 cells as shown

Another way of doing this is to use the Tables and Borders toolbar.
7) If the Tables and Borders toolbar is not showing, click the icon on the toolbar.
8) Click the Draw Table icon if it is not already selected. Your mouse pointer will change to a pencil shape as you would have seen in an earlier exercise.
9) Draw a line through the middle of one or more of the cells in your table as shown below (you can split more than one cell at a time using this method).


10) Click the Eraser icon on the toolbar. Your mouse pointer will change to an eraser shape.
11) Drag your mouse over a line between two cells to remove that line (and merge the cells). You can erase more than one line at a time.

12) Click the Erase icon again to turn it off if necessary.


Selecting Parts of a Table

For some tasks such as formatting and editing, it is necessary to select parts of a table first. One way of doing it is to go to the Table menu and then choosing the Select option as shown to the right. There are also quick and easy ways to do it using your mouse. The following steps will show you different ways of doing this.


1) Move your mouse over the first table you have created and you will notice a selection icon appear in the top left corner. Click on it to select the entire table.

Tip You can drag this table selection icon to move the entire table to a different position on the page
2) Click anywhere in the table to deselect it.
3) Move your mouse along the top edge of the table until your mouse pointer changes in to a black downward arrow. You can click to select a column or drag to select multiple columns.

4) You can select rows in a similar way. Move your mouse to the left of a row until your pointer changes to a white arrow and then click or drag to select the rows you need.

5) To select individual cells, move your mouse to a point just inside the left edge of the cell so your mouse pointer changes to a black arrow shape. Click to select one cell or drag to select several cells.

7) Close the file and save the changes.


Table Editing

1) Open the file called Tables Practice.
The first thing we’ll do is to add an extra row in to the table for you to add yourself to the class list. There are a few ways of adding a row to a table. The methods for adding a column are similar.



Note If you have more than one row selected you will have more than one row inserted. I.e. If
you have 3 rows selected, 3 rows will be inserted.

2) Use one of the above methods to add an extra row below Lumley J as shown.


3) Enter your own name in the Student column.
4) Press [Tab] to move to the next column (Year Mark) and enter a number in the (you can be generous and give yourself a high mark).
5) Enter a mark in the Exam column.
Tip There is an easy way to add a new row to the bottom of a table. If you are in the very last cell of a table, pressing [Tab] will add an extra row
Note You will notice that pressing [Tab] in a table will move to the next cell instead of adding a tab. If you want to add a tab in a table you need to press [Ctrl] [Tab].
Deleting a row or column is similar to inserting a row or a column and can also be done in different ways.


6) Use one of the above methods to delete the row for Pitt, B (we can’t have someone that smart in our class now can we).
7) Save the changes to the file.

Table Calculations

Adding calculations to a table in Word is very similar to adding calculations in a spreadsheet
program such as Excel. One difference is that the formula used for the calculation is not entered in to the table directly. Another difference is that Row and Column references are not shown on a table, though the references are still shown. When you are referring to rows and columns in a table, the first column is column 1, the second is column 2 etc. while the first row is row a, the second is row b etc.The table below illustrates how each cell in a table might be referenced.


To add a calculation, first you need to select the position where the result of the calculation is to appear. Then you need to create the formula using the Formula dialog shown below.

The following exercises demonstrate how this can be done.

Adding Calculations to a Table

1) In your list of students we will add a formula to calculate their total mark. Click in the Total
column next to the first student (Connery, S).
2) From the Table menu select Formula. We will need to create a formula that adds together this
student’s year mark and exam mark which in the table are cells B2 and C2. Complete the
Formula dialog as shown below. Note that any formula must start with a = sign.



3) Click OK when done and the result will appear.
If the cells you are adding together are next to each other you can use a simpler method. You may have noticed that when the Formula Dialog first appeared there was a different formula entered already.
4) Right click on the number you just created with a formula and
click Edit Field.
5) When the Field dialog appears, click on the Formula button


6) Edit the formula so that it appears like the example below. This time instead of referring to
specific cells, we’re telling Word to add up anything in the table that is to the left. This is a much
simpler method for getting the same result.



7) Copy the formula you just created and then paste it in the cell
below. You may notice that the result hasn’t updated.
8) To update the result in the new cell, either right click on it and
choose Update Field or click on it and then press [F9], which is a
shortcut for updating a selected field.
9) Repeat steps 7 and 8 so that each student has a total mark.
10) Click in the first cell for the Average row (this should be the average year mark).
11) Add a formula like the one shown below.

12) When the formula is added to the cell, use copy and paste to copy it to the other two average
cells. The completed table should look similar to the one below.
Student Year Mark Exam Total



13) Save the changes to the file and leave it open


Styles and Contents.

Styles enable a user of Word to create ‘sets’ of formatting that can be used repeatedly throughout a document.
You can create:
• A character style – to control formats on text within a paragraph such as fonts, sizes and
colours.
• A paragraph style – to control paragraph formats such as alignment, tabs and spacing.
They can also include character formats.
• A table style – to provide consistent borders, spacing, shading and fonts in tables.
• A list style – to quickly format numbering or bullet characteristics for lists.

Using styles in a document not only simplifies formatting and helps to keep formatting
consistent within a document, it can also be used to assist in the generation of special Word
objects such as document Indexes and Tables of Contents.

Applying Standard Styles

1) Open the Word document called Cottage Pie Recipes. All of the text in the
document is currently formatted using the Normal style. You can tell since
no matter where you are in the document, the styles selection in the
formatting toolbar will show the name of the style for the text your insertion
point is currently in.

2) Click anywhere in the line at the top which says Cottage Pie Recipes.
3) Click in the arrow next to the style name box to see a list of the available
styles as shown to the right. Notice that the name of each style is shown
using a sample of the style’s formatting.
4) Click on Heading 1 to apply that built in style. Because it is a paragraph style, the whole line will be formatted without the need to select it all.
Some of the built in styles may also be selected using certain keyboard shortcuts.
5) Click on the next line where it says Cottage Pie recipe from British Food.
We will format this using the Heading 2 style.
When you have normal text selected (I.e. when you are not in a list) you can use keyboard
shortcuts to change the selected paragraph to one of the built in heading styles. The [Alt] [Shift]
shortcut will change to the next heading style while the [Alt] [Shift] shortcut will change to the previous heading style as you will soon see.
6) Hold down [Alt] and [Shift] and then press the left arrow key . The paragraph will now be
formatted using the Heading 1 style. We want this paragraph to be formatted using the next
available style which is Heading 2.
7) Hold down [Alt] and [Shift] and then press the right arrow key . The paragraph will now
use the Heading 2 style. Heading 2 should be displayed in the Styles box on the toolbar.

Applying Styles
1) Click the Styles and Formatting icon on the Formatting toolbar. The task
pane should appear as shown to the right. With the task pane visible you can
apply a style to selected text simply by clicking on the style’s name. The task
pane also makes several other important options available as shown later.
2) Click on the Heading 3 style in the list to apply that style to the selected
text. Repeat to apply the heading 3 style to the lines which say Ingredients
and Method.
3) Time to practice. Continue through the rest of the document and use any
of the methods you have tried so far to format the remaining headings. All
of the recipe names (E.g. Comforting cottage pie and Proper English
Cottage Pie) should be formatted using the Heading 2 style. All of the
headings which say Source, Ingredients and Method should be formatted
using the Heading 3 style.
4) Save the changes to the document when all of the headings have been
appropriately formatted.

Note Applying a style may replace existing formatting.













Tables of Contents

One of the most useful things about using heading styles in a document is that they can be used
to automatically create an index or a table of contents. These will use your style to create fields
complete with links and page numbers, which can be automatically updated when the document
changes.

Creating a table of contents
1) Click on the blank line beneath the main heading on the first page. This is where our table of
contents will be placed.
2) From the Insert menu, select Reference and then Index and
Tables.


The Index and Tables dialog will appear.
3) Click the various tabs at the top to view the different option
4) Now select the
Tables of Contents available.


5) View the different Formats options and see the result in the Print Preview box. Select a format that you like the look of.
6) Click the Options button


These options allow you to specify which styles will be included in the table of contents and
what level they will be. The first three headings are selected by default. You can add additional
paragraph styles to be included but we’ll leave them as they are for now.
7) Click Cancel to return to the main Index and Tables options.
8) Click OK to complete the table of contents.
A table of contents is automatically generated from the paragraphs in your document that are
using the heading styles.


The table of contents is a field, just like page numbers in footers or totals in a table. This means
that it can update when there are changes to the document information that it is based on. If you
make changes to your document and want to update the table to reflect the changes, you can
update the field.
9) Right-click inside the table and select Update Field (or click inside the field and press the
[F9] key which does the same thing quicker). The following options will appear.



10) The first option will only update the page numbers without changing any of the items in the table of contents. The second option updates page numbers and will also check the document for additional headings to add to the table of contents and deleted headings to remove from the table of contents.

Note When you have a table of contents or an index referring to page numbers, it makes sense to add page numbers to each page using headers and footers as shown earlier. In this exercises we haven’t done that but if you can’t remember how, refer back to the earlier exercise titled
Paragraph Formatting.
Tip: If you move your mouse over the table you will see a message like the one to the right. Holding down [Ctrl] and clicking on an item in the contents will take you to the part of the document that the item refers to.



Creating Macros in Microsoft Word 2003 and 2007
Every day you use Microsoft Word, you probably perform at least a few repetitive tasks. From changing multiple formatting options in your document to inserting text, you have the ability to significantly speed up your work through the use of macros.

What is a macro you ask? Simply put, a macro is sequence of actions. You can use Microsoft Word to record a time consuming task in a macro. When you need to perform the task in the future, just run the macro to have Word do it automatically.

- How to Create Macros:

- Microsoft Word 2003

Go into Tools | Macro | Record New Macro:




Name your macro, and select if you want to assign it to a keyboard shortcut or to a toolbar.



(The Record Macro window in Microsoft Word 2003)

If you assign it to a keyboard shortcut, you'll need to type in your shortcut in the window that appears. Using Ctrl+Shift and a letter or Ctrl+Alt and a letter are usually safe to use.




If you assign it to a toolbar, you'll need to drag the command to where you want it, then release:



Next, perform the actions you want in the macro. You may want to do this slowly and deliberately, as everything you do in Word will be recorded. Once you're done, click "Stop Recording" and the macro will be complete:

Test out the macro and make sure it performs as expected (Do make a backup of any file you test it on). If it works, great! You are now using one of the most powerful features of Microsoft Word.

If it doesn't work the way you want it to, you can always delete it by going into Tools | Macro | Macro | Select the macro you want to delete and click Delete. After that, you can try making the macro again.

- Microsoft Word 2007

If you haven't yet turned on the Developer tab, go into Microsoft Word | Office Button | Word
Options | Popular | Check "Show Developer tab in the Ribbon" and click OK.



(Enabling the Developer Tab in Word 2007)
Go into the Developer tab, and in the Code group click "Record Macro":





Name your macro, and select if you want to assign it to a keyboard shortcut or to a toolbar. This looks the same as the Record Macro window in Word 2003.

If you assign it to a keyboard shortcut, you'll need to type in your shortcut in the window that appears. Using Ctrl+Shift and a letter or Ctrl+Alt and a letter are usually safe to use.

Perform the actions you want in the macro and click "Stop Recording" in the Code group of the Developer Tab:

Next, test out the Macro and make sure it performs as expected (Make a backup of your test file prior to using the macro; you never know when things may go awry). Should it work the way you want it to, give yourself a pat on the back.

If the macro doesn't do what you want it to, you can always delete it by going into the Developer Tab, then into the Code group and select Macros. Select the macro that doesn't work correctly and delete it, then try making it again.